Invoice Details and Relations

Income’s additional information block

This block contains the following sections:

• Status – the main invoice part containing the following fields:
• Category. Each Income can be assign Categories, so that they could be later analyzed.
• Incomes date. The date which is the invoice date.
• Payment date. The date to which the invoice should be paid. If Contacts or Companies’ section ‘Contractual’, the field ‘Payment’, is defined the number of days, during which the invoice must be paid, then this value will be Payment date + number of the defined days.
• Paid. After checking this item, Income will be indicated as paid, the application will also automatically generate Revenue payment with today’s date, entitled ‘Payment’ and with the sum which equals to the outstanding amount of the invoice. If the invoice is partially paid, then the outstanding amount will be the balance to the full amount of the invoice.
• Excluding VAT. Check if you want to issue an invoice without taxes.
• Type. Selection of type value will have impact on the issued invoice:
• Invoice. After selecting this type, the printed invoice will be entitled ‘Invoice’.
  • Pro-forma invoice. After selecting this type, the printed invoice will be entitled ‘Pro-forma invoice for payment’.
  • Shopping sweep. To carry out write-off, select this type. Also, it is NECESSARY to select your company as Client, so that Items’ write-off could be performed properly. During write-off, Items are written-off from Stock, i.e. amount of Items in the cart is deducted from Stock. During this process, you must select Stock, from which Items will be written-off. If the FIFO is activated, Items will be written-off using the cost of Items.
  • Cancelled. If Income was finished incorrectly, i.e. using already-assigned invoice number, then usually there is a need to cancel the invoice.
• Status. Intended to separate Incomes by various status.
• Payment. Here you can select payment type, which can be by bank transfer, by cash or by card. After selecting payment by Cash, a cash receipt will be prepared for Income.
• Employee. Name of the employee responsible for Income. Convenient when one need to analyze sums of Incomes made by Incomes managers.
• Account. Title of the account, to which payment must be made. After selecting the account in this field, the printout of the invoice will only have this invoice number.

• Delivery. For additional information if there is a need to indicate a specific person receiving a package or for other delivery details.
• Additional. These fields can be defined according to your choice. Fields can be defined in ‘Settings’ > ‘Additional’. Here you can enter information about 6 textual fields and 2 date fields.
• Payments. Here all Income-related payments are stored. Also, this field shows the outstanding balance if the invoice has not been fully paid. The field ‘Outstanding amount’ can also be seen in the list view.
• Signatures. This section is installed only in software version developed for iPad. Here, you can physically save both parties’ signatures. The signature will saved as image and placed in the part next to persons signing the invoice.

Cart

Intended to enter positions of sold items and services. Positions can be added in three ways by pressing a different button marked with ‘+’:

• Button “+” – one empty position will be added. By clicking a line on the Product location, a list of Products, which can be added to positions, will appear. By selecting Product in Income position, Product’s unit of measurement will automatically be added to amount and Product price which are set in the Products module.
• Button “+Search” – Product selection window will appear, where, with the help of checks, you will be able to select the desired Products. All Products in the list ‘Selected’ will be added to Income positions. By selecting Product in Incomes positions, Products’ unit of measurement will automatically be added to amount and Product price which are set in the Products module.

NOTE. Both above Product adding versions, provided that Client is assigned price name, positions will use Client-assigned prices. It is especially convenient when Client is provided with special prices.

• Button “Products Group” – the new window will appear, where you can find the list of groups of Products:

 

Here, by clicking , next to the name of the group, all Products in the group will be added. By selecting group of Products in Income positions, Product’s unit of measurement will automatically be added to amount and Product price in the groups of Products. In groups of Products, you can define different amounts and prices for the group. It is especially convenient when generating standard sets of Products or sets of Products with discounts.

• Button “Extend” – will open the extended cart, where you will be able to add discounts for each Income position.

Changing the Currency or Currency rate

Currency should be set up in the begining after income has been created. If you change the currency or currency rate after Products has been added to the Cart, the Application will recalculate all Cart line items using the new currency rate. When recalculation is made the App takes main product’s price which is set in the Products module and multiplies it using new currency rate. After all, all prices in the Cart will be changed and amount of Total will be different as well.

By pressing the button “Invoice”, the window will appear, where you will be able to see the sheet of this invoice prepared for print out.

By pressing the button “Cash Receipt”, the window will appear, where you will be able to see the sheet of cash receipt prepared for printout.

NOTE. When the printout appears, the top menu changes. Further actions are available only if Action from the top menu is selected.

Other Income-related application items

Income can be related to the following:

• Expenses – list of Expenses assigned to specific Income. By pressing the arrow, you will be redirected to the tab of the selected Expense. By pressing the button “Add Expense”, the new window will appear, where you will be able to select and add Expenses already existing in the application. If you choose more than one Expense, all Expenses in the list ‘Selected’ will be added. This section is convenient when you simultaneously purchase and sale; in this case, you can instantly see return on Incomes.
• Projects – list of Projects, which are assigned this Income. By pressing the arrow, you will be redirected to the tab of the selected Project. By pressing the button “Add Project”, the window will appear, where you will be able to select the Project. If you choose more than one project, all projects in the list ‘Selected’ will be added. After marking the Project and pressing the button “Delete”, the relationship with the Project will be deleted. Neither Income, nor Project will be deleted.
• Leads – list of Leads, which are assigned this Income. By pressing the arrow, you will be redirected to the tab of the selected Lead. By pressing the button “Add Lead” the new window will appear, where you will be able to select Lead. If you choose more than one lead, all leads in the list ‘Selected’ will be added. After marking the Lead and pressing the button “Delete”, the relationship with the Lead will be deleted. Neither Income, nor Lead will be deleted.
• Documents – list of Documents, which are related to specific Income. If the documents are related correctly, this list should provide all Income-related documents. By pressing the arrow, you will be redirected to the tab of the selected Document. After marking the Document and pressing the button “Delete”, the relationship with the Document will be deleted. Neither Project, nor Document will be deleted. In the option above the list , you can filter Documents by their categories (for example, you can see only contracts or purchase orders) Document categories can be defined in ‘Settings’ > ‘Categories’.

Discounts

Invoices can be applied discount for both one position or for each position individually. Discount can be displayed as total discount amount in the final line or for each position.